Job Description :

Job Title : Executive Assistant

Contract: fixed term (2 years)

Location: Budapest

About us

With over 200 brands sold in nearly 180 countries, we’re the world’s leading premium drinks company. Bring your passion and use your curiosity as you explore, collaborate, and innovate to build brands consumers love. Together with passionate people from all over the world, you’ll test new ideas, learn and grow, and unlock a brighter, more exciting future.

Join us to create a career worth celebrating.

About the role

Providing support to the directors in the day-to-day management of their business, which encompasses both Administrative and Organisational tasks.
The Executive Assistant role is supporting executive level people requiring little or more supervision and guidance.

Office Management
• Co-ordinating information and business flows as necessary
• Orchestration of the Director’s office facilities

Organizational Tasks
• Manage accessibility to Directors complex diary – set up relevant arrangements (e.g. meeting room, notifications, material, etc)
• Take care of Directors post and e-mails efficiently, actioning them when necessary without further reference to their boss
• Compose written and email correspondence, compiling and conveying information clearly in a concise written style, often explaining complex ideas
• Organize and arrange travel itineraries of Directors, local and overseas, coordinating with counterparts in other locations
• Provide support to visitors arriving to the Budapest office
• Provide cover for other Assistants for peak workload, sickness or holidays
• Proactively manage electronic and actively minimize paper filing

Event Organisation
Organize conferences, workshops and events at both a Domestic and International level:
• Provide support to local CR Team and actively participate in the execution of the local and Global events
• Organize town halls, team Recognition events, team celebrations
• Work to a budget whilst providing an optimum service and fulfilling the needs of delegates
• Key point of contact for participants, facilitators and venue management. Prepare and distribute pre-reading materials and act as on-site co-ordinator
• Prepare presentations / slide shows, using own ideas and designs as required
• Organize complex meetings and telephone/video conferences domestic and international, taking into account different time zones
 

Communication
• Build, develop and maintain relationships with key external/ internal customers and build cross-functional network within the peer group
• Ensure fluid communication is maintained with directors at all times
• Deal with all queries and forwarding to relevant departments when necessary
• Support directors in preparing communications to wider – sometimes global – groups from an executive down to operational level
• Support the induction of new joiners in the Executive Assistant team
• Involve local CR Team in case of wider events happening that can affect the local and Global Engagement Agenda
 

Project/ Administrative Tasks
• Co-ordinate the administration of departmental time-sheets on behalf of the respective directors
• Manage and co-ordinate all other ad-hoc administrative tasks and project management work and research as appropriate
• Review & prepare expense return claim reports for respective directors and sometimes managers adhering to the travel & expense guidelines
• Create, manage and follow-up Purchase Orders for the relevant directors, managers or teams
• Create, maintain and own team Mosaic, Yammer sites or any other internal departmental sites

What you'll bring

• Secondary school is prerequisite but college/ university graduate is an advantage.
• At least 4 years in a Team Assistant or PA role at senior level, preferably within a competitive commercial environment
• Has regularly interfaced with various nationalities & foreign locations
• Ability to work independently, excellent time management, able to set priorities
• Advanced Microsoft Office software knowledge. Experience with using Power Point and preparing presentations, reports & spreadsheets
• Fluent in written and spoken English and Hungarian. Additional language skills are a benefit.
• Flexibility
• Sense of Responsibility
• Continuous Improvement, proactivity
• Relationship building
• Deliver on promises
• Customer Relationship Management

Flexible Working Statement 

Flexibility is key to our success. Talk to us about what flexibility means to you so that you’re supported to manage your wellbeing and balance your priorities from day one.  

Diversity statement

Our purpose is to celebrate life, every day, everywhere. And creating an inclusive culture, where everyone feels valued and that they can belong, is a crucial part of this. We embrace diversity in the broadest possible sense. This means that you’ll be welcomed and celebrated for who you are just by being you. You’ll be part of and help build and champion an inclusive culture that celebrates people of different gender, ethnicity, ability, age, sexual orientation, social class, educational backgrounds, experiences, mindsets, and more.

Our ambition is to create the best performing, most trusted and respected consumer products companies in the world. Join us and help transform our business as we take our brands to the next level and build new ones as part of shaping the next generation of celebrations for consumers around the world.

Feel inspired? Then this may be the opportunity for you.

If you require a reasonable adjustment, please ensure that you capture this information when you submit your application!

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